Okay, let’s be honest. Are you drowning in video calls? Are you starting to feel like your entire day is just a series of faces staring back at you from your screen? You’re not alone. We’re going to dive deep into how you can reclaim your day, beat video call fatigue, and actually get some work from home done!
Why Are Video Calls So Exhausting Anyway?
Think about it. A real, in-person meeting is so much more than just the words being spoken. You have body language, the energy of the room, side conversations, and a whole host of other non-verbal cues that help you process information and stay engaged. Video calls, while convenient, strip away many of those cues, forcing your brain to work overtime to fill in the gaps.
For example, studies have shown that we pay more attention to faces on screen, trying to read emotions and intentions. This constant focus on facial expressions increases cognitive load significantly. Stanford University researchers even coined the term “Zoom fatigue” and identified several reasons why video calls are particularly draining, including:
Excessive Amounts of Close-Up Eye Contact: In a normal meeting, we look at different people, at our notes, out the window. On a video call, it’s often constant eye contact, which can be intense and stressful.
Seeing Yourself During Video Calls: It’s distracting and can lead to self-criticism. How often have you caught yourself adjusting your hair or checking your background instead of focusing on the discussion?
Reduced Mobility: We’re often stuck in one place, sitting in front of our computers, which can lead to physical discomfort and restlessness.
Increased Cognitive Load: As mentioned earlier, our brains have to work harder to process information and interpret non-verbal cues.
Understanding these reasons is the first step to finding solutions. It’s not just about complaining; it’s about recognizing a real problem and figuring out how to tackle it.
Understanding the Data Behind Video Call Overload
Numerous surveys and studies highlight the impact of excessive video calls on productivity and well-being. Here’s a glimpse into the numbers:
A Microsoft study on brain wave activity found that video calls are more mentally taxing than face-to-face meetings. They observed a significant increase in beta wave activity (associated with stress and focus) during video conferences.
Research from the University of Arizona found that people who participated in more video calls during the pandemic reported higher levels of stress and anxiety.
A survey by Slack revealed that nearly 70% of workers feel burned out from excessive digital communication, including video calls.
These figures underscore the importance of addressing video call fatigue proactively. It’s not just a minor inconvenience; it’s a significant factor affecting our mental health and ability to work effectively. Ignoring it can lead to reduced productivity, increased burnout, and decreased job satisfaction.
Strategies to Combat Video Call Fatigue: Taking Back Control
Ready to take back control of your day? Here are some actionable strategies you can implement right now:
1. Be Ruthless With Your Calendar: The Art of Saying No
Seriously, become a master of saying “no.” Not every meeting requires your presence. Ask yourself these questions before accepting an invitation:
Is my attendance absolutely necessary? Can someone else represent me?
What is my specific role in the meeting? Am I actively contributing, or am I just listening?
Can the information be conveyed through an email, document, or quick phone call?
If the answer to any of these questions is “no,” politely decline the invitation. Suggest an alternative way to share information or offer to review the meeting notes afterwards. Your time is valuable, and you shouldn’t waste it on meetings that don’t require your direct participation.
Example:
Instead of accepting a routine project update call, you might say, “Thanks for the invite! I’m currently focused on a critical deliverable. Could you send me the meeting notes afterwards, or summarize the key updates via email? I’ll be happy to follow up with any specific questions.”
2. Schedule “Meeting-Free” Blocks: Your Time for Deep Work
Protect your focus time! Block out specific times in your calendar for deep work – periods dedicated to tasks that require concentration and uninterrupted attention. Treat these blocks as sacred and defend them fiercely. Turn off notifications, silence your phone, and let your colleagues know that you’re unavailable during these times.
Consider the “Pomodoro Technique” – working in focused 25-minute intervals with short breaks in between. This can help you maintain concentration and prevent burnout. You can also try scheduling longer blocks of 90-120 minutes for more complex tasks.
3. Advocate for Asynchronous Communication: Embrace Written Updates
Not everything needs to be discussed in real-time. Encourage your team to embrace asynchronous communication tools like email, shared documents, and project management platforms. Use these tools to share updates, provide feedback, and collaborate on projects without the need for constant video calls.
Think about documenting decisions and action items in a shared space so that everyone can access them easily. This reduces the need for follow-up meetings and ensures that everyone is on the same page.
Example:
Instead of scheduling a meeting to review a document, share it with your team and ask for feedback via comments. This allows everyone to review the document at their own pace and provides a written record of the changes.
4. Optimize Your Video Call Setup: A Makeover for Your Virtual Presence
Your environment matters! A comfortable and well-organized workspace can significantly reduce video call fatigue.
Invest in a good quality webcam and microphone: Clear audio and video improve communication and reduce misunderstandings.
Ensure proper lighting: Good lighting makes you look more professional and reduces eye strain. Natural light is ideal, but if that’s not possible, use a soft light source that’s positioned in front of you. Avoid backlighting, which can create harsh shadows.
Adjust your camera angle: Position your camera at eye level to create a more natural and engaging experience. Avoid looking down at the camera, which can make you appear less confident.
Choose a professional background: A clean and uncluttered background minimizes distractions and creates a more professional impression. You can use a virtual background, but make sure it’s not too distracting or glitchy.
Take breaks to stretch and move around: Prolonged sitting can lead to stiffness and discomfort. Stand up and stretch every 20-30 minutes to improve circulation and reduce fatigue.
# 5. Turn Off Self-View: Banishing the On-Screen Mirror
This one’s a game-changer! Seriously, hide your own video feed during calls. Staring at yourself constantly is a major distraction and can contribute to self-consciousness. Most video conferencing platforms allow you to turn off self-view without affecting what others see. Give it a try – you might be surprised at how much more focused and relaxed you feel.
It’s not about vanity; it’s about mental energy. You’re already processing a lot of information during the call. Eliminating the need to constantly monitor your own appearance frees up valuable cognitive resources.
6. Shorten Meeting Durations: Less is Often More
Challenge the default 60-minute meeting! Most meetings can be effectively conducted in less time. Experiment with scheduling 25-minute or 45-minute meetings instead. A shorter time frame forces everyone to be more focused and efficient.
Prepare a clear agenda and stick to it. Start and end meetings on time. Assign a timekeeper to ensure that the discussion stays on track. Avoid going off on tangents or getting bogged down in unnecessary details.
7. Advocate for “Walk and Talk” Meetings: Move Your Body, Free Your Mind
Encourage your team to consider “walk and talk” meetings – audio-only calls that you take while walking. This is a great way to get some exercise, boost your energy levels, and break up the monotony of sitting in front of your computer all day.
Obviously, this only works for meetings where you don’t need to share your screen or take detailed notes. But for brainstorming sessions, casual check-ins, or one-on-one conversations, a walk and talk meeting can be a refreshing change of pace.
8. Be Mindful of Body Language: The Power of Movement and Posture
Pay attention to your body language during video calls. Maintain good posture, sit up straight, and make eye contact (with the camera, not just the screen). Use hand gestures to emphasize your points and engage with the conversation.
But also remember to relax and move around occasionally. Don’t be afraid to lean back in your chair, stretch, or shift your position. Being too rigid can make you look stiff and uncomfortable.
9. End Meetings With Clear Action Items: Clarity Prevents Follow-Ups
Before ending a meeting, always summarize the key takeaways and assign clear action items to specific individuals. This ensures that everyone knows what they’re responsible for and reduces the need for follow-up meetings to clarify tasks.
Document the action items in a shared space, such as a project management platform or a shared document. This provides a written record of the decisions that were made and helps to keep everyone accountable.
10. Schedule “Transition Time” Between Calls: A Buffer for Sanity
Avoid scheduling back-to-back video calls. Leave at least 10-15 minutes between meetings to allow yourself time to decompress, stretch, grab a drink, and prepare for the next call. This transition time is essential for preventing burnout and maintaining focus.
Think of it as a mental reset button. Use this time to clear your head, refocus your attention, and prepare yourself for the next task. Even a few minutes of downtime can make a big difference in your overall energy levels.
Work From Home Policies That Can Help
Companies can implement policies that support employees in managing video call fatigue and reclaiming their workday. Here are a few ideas:
“Meeting-Free Fridays”: Designate one day a week as a “meeting-free” day, encouraging asynchronous communication and deep work.
Standard Meeting Agendas: Require meeting organizers to provide clear agendas in advance so participants can prepare effectively.
Encouraging Asynchronous Tools: Providing training and support for using asynchronous communication tools like Slack, Asana, or Trello.
Flexible Meeting Times: Allowing employees to block out parts of their day for focus time, even if it overlaps with traditional meeting hours.
Meeting Etiquette Guidelines: Developing guidelines for effective meetings, including starting and ending on time, staying on topic, and assigning clear action items.
FAQ: Your Burning Video Call Questions Answered
Q: How do I explain to my boss that I’m feeling overwhelmed by video calls without sounding lazy?
A: Focus on productivity, not laziness. Explain that you’re looking for ways to optimize your workflow to be more efficient and effective. You could say something like: “I’ve been finding that back-to-back video calls are impacting my focus and ability to complete my tasks. I’m exploring some strategies to manage my time more effectively, such as scheduling meeting-free blocks and utilizing asynchronous communication tools.” Frame it as a proactive approach to improving your performance.
Q: What if my job requires me to be on video calls for most of the day?
A: Identify the types of calls that are most draining and focus your efforts on mitigating the impact of those. Are the large group meetings where you’re primarily listening the most exhausting? Could you suggest that those be recorded so you can watch them later at 1.5x speed? Can some of them be voice-only? Concentrate your energy on addressing the most pressing issues first. Prioritize your time, and delegate if possible.
Q: I feel pressured to always have my camera on. How can I politely decline?
A: Honesty is often the best policy, but tact is key. You could say something like, “My internet connection has been a bit unstable lately, so I’m going to keep my camera off for this call to ensure the audio quality remains good.” You can also mention that you’re experiencing eye strain or need to focus on taking notes. Another approach is to ask the meeting organizer if camera use is mandatory. In some cases, it’s just an unspoken expectation, and clarifying the requirement can give you permission to turn your camera off.
Q: How can I make video calls more engaging and less boring?
A: Start with a clear agenda and keep the discussion focused. Use visual aids, such as presentations or shared documents, to keep participants engaged. Encourage interaction by asking questions and soliciting feedback. Incorporate icebreakers or quick polls to break up the monotony. And don’t be afraid to Inject some humor into the conversation (when appropriate, of course!). Think light and upbeat, while staying professional.
Q: What if my colleagues consistently run meetings over time?
A: Start by being a good role model. End your meetings on time and politely excuse yourself if a meeting runs over. You can also suggest that the meeting organizer set a timer or assign a timekeeper to ensure that the discussion stays on track. If the problem persists, consider having a private conversation with the colleague and offering some gentle feedback. Maybe suggest they create a tighter agenda, or delegate a task to someone else to reduce meeting length.
Q: How can I improve my overall energy levels to better cope with video call fatigue?
A: Focus on the fundamentals: good sleep, a healthy diet, and regular exercise. Get at least 7-8 hours of sleep each night to allow your body and mind to rest and recover. Eat a balanced diet that’s rich in fruits, vegetables, and whole grains. Avoid processed foods, sugary drinks, and excessive caffeine. And aim for at least 30 minutes of moderate-intensity exercise most days of the week.
Q: What are some good alternatives to video calls for team building activities when working remotely?
A: Consider virtual coffee breaks or happy hours with a relaxed agenda. Online games or trivia contests can also be fun and engaging. Virtual escape rooms and murder mysteries are popular options. You can also organize virtual workshops or training sessions on topics of interest to your team. Or, if your team is geographically close, consider organizing in-person team-building activities (while adhering to safety guidelines, of course).
Q: How do you deal with unexpected interruptions when you work from home during a video call? (Kids, pets, deliveries, etc.)
A: Communicate clearly! Alert colleagues to your potential for interruptions at the meeting’s start. If unavoidable, briefly apologize and mute yourself while handling the interruption. A humorous approach can ease tension (e.g., “Excuse me, the dog has decided it’s walkies time!”). Being genuine and proactive reduces awkwardness and demonstrates respect for attendees’ time.
Q: Is there any software or app to track time spend on video calls?
A: Several time tracking tools integrate with video conferencing platforms, such as Toggl Track, Clockify, and RescueTime. These tools can automatically track the amount of time you spend on video calls and provide insights into how you’re spending your day. Additionally, you can create your own calendar entries to categorize each call, this can provide manual tracking. Some video conferencing platforms themselves may offer usage reports as well.
Last Words
Reclaiming your day from endless video calls isn’t about avoiding them altogether. It’s about being strategic, intentional, and proactive in how you manage your time and energy. By implementing these strategies, you can reduce video call fatigue, improve your productivity, and create a healthier, more balanced work from home life. Good luck!